Before commencing the interview, explain the project and identify the benefits to the organisation. Outline what research you have done and give an overview of the sources you have used. You may wish to omit or rephrase some questions depending on the responsibilities of the person you are interviewing and information you have already obtained.
| * What are the core areas of responsibility of the organisation? |
| * What are the reporting lines within the organisation and to external authorities? |
| * Does the organisation consider itself to be operating in a highly regulated environment? |
| * What is the organisation's attitude towards the degree of regulation? |
| * Who are your organisation's stakeholders? |
| * How does the organisation manage its external compliance regime (eg managing its performance in relation to the regulatory environment, audits, standards and best practice)? |
| * Does the organisation operate in a litigious environment? |
| * If so, can you give a general description of how it manages claims made against it (eg through one unit such as a legal team)? |
| * Does the organisation have a risk management plan? Can you outline its major features and provide a copy? |
| * How are risks monitored and managed in the day-to-day operation of the organisation's business? |
| * What are the high risk elements of the organisation's business? Where in the structure of the organisation are high risk activities or processes performed or concentrated? |
| * Are there policies or procedures in place to help officers contribute to external compliance or risk management within the organisation? If so, what are they? |
| * What role does recordkeeping play in managing risks and external compliance within the organisation? |
| * How does the organisation obtain feedback from its clients? |
| * How does the organisation gauge community attitudes in relation to its performance? |
| * Has the organisation been subject to any adverse community comments or campaigns? |
| * Has the organisation established any advisory or consultative bodies that address or represent community concerns in relation to the business activity or activities of the organisation. If so, what are they? |
| * Does the organisation have any statements about community relations or any special agreements or undertakings with clients or stakeholders that are documented (eg memorandum of understanding with stakeholders, service charters)? |
| * Is the organisation subject to frequent parliamentary or ministerial scrutiny? If so, give examples. |
| * How does the organisation manage its reporting to the Parliament and the government? |
| * Is the business of other organisations reliant on the activities of your organisation? If so, describe how. |
| * Has the organisation conducted internal reviews or audits concerning its performance and accountability recently? If so, what were the conclusions of the review or report? (Get a copy if relevant.) |
| * What degree of technological currency and competence does the organisation display? |
| * What are the organisation's current priorities and goals? |
| * Does the organisation have an information management or knowledge management plan? If so how is recordkeeping integrated into this wider plan? |
| * Can you refer me to internal publications that will help define, at a detailed level, the organisation's business activity and recordkeeping requirements (eg policies and procedures, publications for clients or the community in general, technical codes or standards)? |
| * Can you refer me to any historical publications about the organisation? |
Questions for records managers
Before commencing the interview, explain what research you have done and give an overview of the documentary sources you have used. Seek to clarify any questions you may have arising from your documentary source analysis. You may wish to omit or rephrase some questions depending on the information you have already obtained.
| * Could you describe the recordkeeping systems used in your organisation? (Cover both formal corporate, for example records management, electronic document management, personnel and finance systems, as well as ad hoc systems that may be used to support specific business activities and whether they are electronic or paper based.) |
| * Do you have a corporate records manager? |
| * Are recordkeeping responsibilities dispersed throughout the organisation? |
| * What level of recordkeeping awareness and competency do most staff have to meet the organisation's work requirements? |
| * Does the organisation have recordkeeping policies? If so do these policies cover all record formats (eg paper, electronic including email)? |
| * What are the staff numbers in your recordkeeping area? |
| * Does the organisation have formal recordkeeping procedures or guidelines for staff to follow? Do these procedures cover creation, capture and maintenance of records in all formats? |
| * Are the procedures regularly reviewed and are staff trained in their use? |
| * Does your organisation control record titling? |
| * Has your organisation applied metadata controls to electronic records? |
| * Does your organisation have a vital records plan? Does this plan cover records in both paper and electronic formats? |
| * Does your organisation perform regular recordkeeping audits? |
| * Where are your records stored (both paper and electronic, active and semiactive)? |
| * What disposal authorities do you have that cover records produced in the course of current and (if appropriate) historical business activity? |
| * Do you have a planned disposal program? |
| * What is the approximate quantity and date range of unsentenced records in your organisation? |
| * Does the organisation have difficulty producing records when they are required (eg for litigation, audit, ministerial or parliamentary briefing, freedom of information requests)? If so, why do such difficulties occur? |
| * What levels of prominence, resources and support from management do the staff responsible for recordkeeping have within the organisation? |
Questions for area or line managers and action officers
Before commencing the interview, explain the project and identify the benefits to the organisation. Outline what research you have done and give an overview of the sources you have used and the areas already interviewed.
| * What functions is your area responsible for? |
| * Do you administer any legislation? |
| * What activities or steps do you undertake to perform these functions? (What is being sought here is the transactions or the actions undertaken.) |
| * Do you have procedures that guide your work? |
| * Is your work governed by any standards? |
| * Are there any compliance checks made on your work? |
| * Do you interact with other areas of the organisation in carrying out these business activities? |
| * Do you interact with external organisations in carrying out these business activities? |
| * Do you provide services to members of the public? |
| * Who are your area's stakeholders and what is their interest in the business activities you carry out? |
| * What risks are involved in carrying out your work? |
| * Is your area subject to any litigation? |
| * Do you employ consultants to carry out any work? |
| * What records are created in undertaking your work? |
| * Are full and comprehensive records created to support your work? |
| * What recordkeeping systems are used to manage the records you create? |
| * How long are the records you create needed to support the business activities of your organisation? |
| * Can you identify any other uses your records may have, other than for the provision of evidence of work undertaken? (ie can the information be used for other purposes?) |
Executive Interview Questions
| What does the term "diversity" mean to you? |
| What are your views on diversity at Purdue University today? |
| What is your view of Diversity at Purdue University five years from now? |
| How would you describe current relations among minority group (people of color) and the majority group (whites)? |
| How would you describe current relations between men and women? |
| How would you describe current relations between U.S. citizens and internationals? |
| What are the most important diversity issues today? |
| What are the most important diversity issues in five years? |
| What are the most important diversity issues in ten years? |
| What are your views on human relations in general at Purdue University? |
| How would you characterize the effectiveness of Purdue University's diversity initiative and programs? |
| Other observations on the human climate? |